ATU Local 583 is a Calgary‑based labour union representing transit and allied workers. The organization manages a large volume of member records that must be stored securely while remaining accessible to authorized staff.
Managing member records efficiently requires consistency, accuracy, and reliable retrieval. ATU Local 583 needed a more sustainable approach to handling incoming documents while reducing the manual effort required to manage files.
Documents arrived through multiple channels and were stored inconsistently across systems. Manual handling increased the risk of missing or misfiled records, and staff spent unnecessary time locating information.
As record volumes continued to grow, the existing approach became increasingly difficult to sustain.
An automated intake and ingestion process was designed to standardize how documents were digitized, classified, and stored in SharePoint. The solution focused on improving consistency while fitting naturally into existing staff workflows.
The solution introduced structured SharePoint libraries with consistent metadata, supported by automated ingestion and classification workflows. Improved search capabilities made it easier for staff to locate records quickly, while clear governance supported long‑term management.
Manual effort was reduced, and confidence in records management improved. Staff could retrieve member files more efficiently, while leadership benefited from greater consistency and oversight.
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